ESU Coordinating Council
September 09, 2015 2:00 PM
Coop Committee Meeting
1. Call to Order
Committee Chair - Paul Tedesco
Rationale

Notice to visitors:  To be heard at this meeting, the "Request to be Heard" form, must be completed and submitted to the Secretary to the Executive Director of ESUCC.  The President of the Board of ESUCC will call upon visitors wishing to address the Board in the order they were submitted or by subject.

Pursuant to Section 84-1411 of the Nebraska Statutes, notice of this meeting was given by advertisement on the ESUCC website, NE Public Meeting site, and host site.

Open Meetings Law
: Pursuant to Section 84 - 1412 of the Nebraska Statutes, the public is hereby informed that a current copy of the Nebraska Open Meetings Act is posted in this meeting room. 

Discussion

1:59

2. Roll Call
Committee Chair - Paul Tedesco
3. Agenda Item
Committee Chair - Paul Tedesco
3.A. Coop Vision
Committee Chair - Paul Tedesco
Rationale

Commitments/Beliefs:

    Enhance Cooperative Purchasing through effective statewide communication.
    Provide equitable statewide pricing for goods and services.
    Provide a user friendly sourcing and procurement system to meet the needs of member entities.
    Provide statewide and nationally leveraged contracts to it’s members.
    Savings realized by purchasing in quantity for present and future procurement needs.

Action Plan:

    Increase the utilization of Coop negotiated contracts by all member entities by increasing communications to member key contacts.
    Increase membership of Coop by actively engaging non-participating schools and other public agencies when opportunities present themselves.
    Have a balanced budget by the 2018-19 year.

Discussion

Commitments/Beliefs: Enhance Cooperative Purchasing through effective statewide communication. Provide equitable statewide pricing for goods and services. Provide a user friendly sourcing and procurement system to meet the needs of member entities. Provide statewide and nationally leveraged contracts to it’s members. Savings realized by purchasing in quantity for present and future procurement needs. Action Plan: Increase the utilization of Coop negotiated contracts by all member entities by increasing communications to member key contacts. Increase membership of Coop by actively engaging non-participating schools and other public agencies when opportunities present themselves. Have a balanced budget by the 2018-19 year.

3.B. COOP Goals
Committee Chair - Paul Tedesco
Rationale

1)  Reduce the Number of POs
2)  Billing Responsive to District Needs
3)  Enhancement of Coop Through Statewide Communication
4)  Effective Statewide Training
5)  Develop a "User Friendly" Environment
6)  Ensure On-time Delivery

Discussion

1) Reduce the Number of POs 2) Billing Responsive to District Needs 3) Enhancement of Coop Through Statewide Communication 4) Effective Statewide Training 5) Develop a "User Friendly" Environment 6) Ensure On-time Delivery

3.C. Program Updates
Committee Chair - Paul Tedesco
3.C.I. Equal Level/ION Wave
Rationale

Equal Level - Production site went active on August 10th, first orders was placed on August 14th.  Coop staff have been setting up Approvers and defining Approval Chains for each district.  EQL is now in development of the School aggregation piece and should have this ready for the November/December release.  There will be some additional customization needs for the aggregation of ESU 3's orders at a cost of $1,750 per year.  This year Equal Level will waive this cost and develop the solution with the expense billed in the future years.

Ion Wave - Coop staff have been going through training and designing the look and feel of the website before going to a production site.  Working on importing all specifications for the Annual Buy and setting up the bid for this years bid.  Production site went live on August 26.  Invites where sent to vendors to register on September 1 and currently we have 49 registered to receive RFP invites.  Vendors are not required to pay to register this year like they were in the past.

Discussion

Equal Level - Production site went active on August 10th, first orders was placed on August 14th. Coop staff have been setting up Approvers and defining Approval Chains for each district. EQL is now in development of the School aggregation piece and should have this ready for the November/December release. There will be some additional customization needs for the aggregation of ESU 3's orders at a cost of $1,750 per year. This year Equal Level will waive this cost and develop the solution with the expense billed in the future years. Ion Wave - Coop staff have been going through training and designing the look and feel of the website before going to a production site. Working on importing all specifications for the Annual Buy and setting up the bid for this years bid. Production site went live on August 26. Invites where sent to vendors to register on September 1 and currently we have 49 registered to receive RFP invites. Vendors are not required to pay to register this year like they were in the past.

3.C.II. ESM
Committee Chair - Tedesco
Rationale

Sometime around August 1 ESM locked all accounts.  We had been locking School and ESU accounts but on August 4th we noticed that none of us could access the site any longer.

ESM catalog enablement comparison with Equal Level click here

 No other updates.

Discussion

Sometime around August 1 ESM locked all accounts. We had been locking School and ESU accounts but on August 4th we noticed that none of us could access the site any longer. ESM catalog enablement comparison with Equal Level click here. No other updates.

3.C.III. Annual/Paper Buy
Committee Chair - Paul Tedesco
Rationale

 

Discussion

Craig Peterson asked for comments and/or suggestions. One concern was notification of deliveries. Delivery terms will be clarified (FOB or Inside Delivery).

3.C.IV. Special Buys
Committee Chair - Paul Tedesco
Rationale

New Contracts over the Summer

  • Blackboard
  • Insight
  • CDI

Renewed Contracts

  • JourneyEd (Software) 
  • Sysco (Food)
  • Softchoice (Software)
  • Supplyworks (Custodial)
  • Vosslighting (Light bulbs/ballasts)

Discussion

New Contracts over the Summer: Blackboard, Insight, and CDI. Renewed Contracts: JourneyEd (Software), Sysco (Food), Softchoice (Software), Supplyworks (Custodial), and Voss Lighting (Light bulbs/ballasts).

3.C.IV.a. World Book
Committee Chair - Tedesco
Rationale

World Book invoices have all gone out to schools/ESUs.
 
Total World Book sales = $74,732.05
Admin. Fee $1494.64

Discussion

World Book invoices have all gone out to schools/ESUs. Total World Book sales = $74,732.05 Admin. Fee $1494.64

3.C.V. AEPA
Committee Chair - Paul Tedesco
Rationale

The 2016 items that will be bid by AEPA are:

  • Facilities Management Software
  • Kitchen Equipment and Supplies
  • Digital Resources (Coop Director Peterson is Co-Chair of Committee)
  • Maintenance, Repair & Operations Catalog
  • Musical Instruments
  • Scoreboards & Marquee Signage

Construction Related Bids

  • Athletic Surfaces - Hardwood Flooring
  • Athletic Surfaces - Synthetic Turf
  • Athletic Surfaces - Tracks & Courts

Discussion

The 2016 items that will be bid by AEPA are: Facilities Management Software Kitchen Equipment and Supplies Digital Resources (Coop Director Peterson is Co-Chair of Committee) Maintenance, Repair & Operations Catalog Musical Instruments Scoreboards & Marquee Signage Construction Related Bids Athletic Surfaces - Hardwood Flooring Athletic Surfaces - Synthetic Turf Athletic Surfaces - Tracks & Courts

3.D. Future Efforts
Committee Chair - Paul Tedesco
Rationale

Serving other Municipalities

Discussion

Serving other Municipalities.

3.E. Financial
Committee Chair - Paul Tedesco
Rationale

Summary of the 2014-15 Sales

Statewide Savings

 

Discussion

Project Director Peterson provided the committee with a summary of sales for the 2014-2015 fiscal year. He also provided a saving report by Coop program.

3.F. Statewide Communications
Committee Chair - Paul Tedesco
3.F.I. Advisory Meeting October 1 @ ESU 10 - 10:00am-3:00pm.
Committee Chair - Tedesco
Discussion

We will review the last year, provide a demo of the new ordering system with Equal Level, and discuss plans for the future.

3.G. Policy & Procedures
Committee Chair - Paul Tedesco
4. Next Meeting Agenda Items
Committee Chair - Paul Tedesco
5. Executive Session
Rationale

The ESU Coordinating Council is authorized by state statute to enter into executive session. Executive session may be held when clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual. Reasons that meet this standard include but are not limited to: (a) strategy sessions with respect to collective bargaining, real estate matters, pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body; (b) discussion regarding deployment of security personnel or devices; (c) investigative proceedings regarding allegations of criminal misconduct; (d) evaluation of the job performance of a person when necessary to prevent needless injury to the reputation of a person and if such person has not requested a public meeting; and (e) legal advice.

Explanation

At this point, it is appropriate for the Board to meet in closed session for one of the stated matters and/or any other permissible closed session matters in compliance with the law.

PROPOSAL:

That the Board hold a closed session:

1. For strategy session with respect to negotiations/collective bargaining clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

2. For strategy session with respect to property/real estate matters clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

3. For strategy session with respect to pending litigation, or litigation which is imminent as evidenced by communication of a claim or threat of litigation to or by the public body clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

4. For discussion regarding deployment of security personnel or devices clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

5. For investigative proceedings regarding allegations of criminal misconduct clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

6. For personnel and the evaluation of job performance clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

7. For discussions of the legal consequences of specific action and legal advice clearly necessary for the protection of the public interest or for the prevention of needless injury to the reputation of an individual in compliance with the law.

6. Adjournment
Committee Chair - Paul Tedesco
Discussion

Meeting adjourned at 2:38 p.m.